FAQs

Trials, Subscriptions & Licensing

Yes - go to the Trial page and enter your details. We will create a Projectal account for you and email you details how you can start your 30-day trial of Projectal. The 30-day trial is fully featured so your team can test out all features.

When you wish to license Projectal, simply log into your Projectal account at https://accounts.projectal.com and purchase a subscription plan.

If you decide to license Projectal, then your data is kept and is transferred to your new license.

If you decide to not license Projectal, then all data in your 30-day trial of Projectal is destroyed after 30 days.

Projectal is licensed on a monthly or annual subscription basis and is priced based on the number of users that you wish to use Projectal. See the Pricing page for more details.

For larger companies, we can enter into an Enterprise licensing agreement that caters for the needs of the company. Enterprise agreements can include specialized features, priority support, custom integration, customized SLA, on-premises hosting and a dedicated account manager.

We accept most credit cards and, for larger organizations, we can support invoicing as well.

All prices are in USD.

Tax fees will be added as applicable by law in your country/state/province based on the billing address provided.

Log into your Projectal account at https://accounts.projectal.com and go to the "Plans & Payment" section. You can view your current subscription plan here. Click the "Update Plan" button to change your plan.

Log into your Projectal account at https://accounts.projectal.com and go to the "Plans & Payment" section. The full invoice history is listed and you can download invoices as PDFs as you wish.

Log into your Projectal account at https://accounts.projectal.com and go to the "Plans & Payment" section. Click the "Change" button in the "Payment Method" section.

Log into your Projectal account at https://accounts.projectal.com and go to the "Plans & Payment" section. Click the "Cancel Subscription" button.

A Projectal user is any user that can log in to your Projectal site and exists in User Management.

By default, your Projectal account uses 2FA to provide additional security for your details. When you log into your Projectal account, you will see a QR code that you will need to scan into an authentication app on your mobile phone (such as Google Authenticator, Microsoft Authenticator, Authy, LastPass). Once scanned, then your authentication app will display an authentication code for Projectal. Simply enter this code when prompted as you log into your into Projectal.

If you wish to turn off 2FA when logging into your Projectal account, then go to the "Login & Security" section of your Projectal account and click the "Disable" button.

Note: We strongly recommend you keep 2FA enabled for security and privacy reasons.

We provide email support Mon-Fri 9AM – 7PM AET. For enterprise customers, additional priority support levels are available.

Users, Access Policies & Permissions

Go to the Management view and click on Users button. On the Users popup, click the Add button to add a user. On the Add User popup, fill in the details and click OK.

Note: Make sure you assign the correct access policy and permissions to the user so that they can only access the features and data with Projectal that they are permitted to.

Access policies are a set of permissions that you can create and assign to users. For example, you may create an access policy for your workers that are only able to view tasks and projects, and an other access policy for your project managers to create, edit and delete projects.

To create an access policy, go to the Management view and click on the Access Policies button. On the Access Policies popup, click the Add button to add an access policy. Turn on and off the various permissions for the access policy. Once created, then you can apply the access policy to any existing or new user.

One user in Projectal must be the System Administrator. This person has special responsibilities, whereby only this person is allowed to log into Projectal when there are licensing changes or licensing issues. For example, if your business changes from a 100 user license to a 50 user license, then your business will need to remove users from Projectal to meet the new 50 user limit. If this is not done, then Projectal will automatically detect this licensing mismatch and all users (except the System Administrator) will be locked out of Projectal until the new user limit of 50 users is reached.

You can see which user is System Administrator in the Users popup by viewing the shield icon displayed next to the user.

To transfer System Administrator responsibilities to another user, you must be logged in as the System Administrator. Then, go to the Management view and click on Users button. On the Users popup, edit the user you wish set as System Administrator. On the Edit User popup, set the System Administrator switch to on and save your changes. The transfer has been completed.

Note: If you change your System Administrator, make sure you also update the System Administrator email address field in your Projectal account at https://accounts.projectal.com. This will ensure that the System Administrator gets notified by email whenever you make licensing changes.

There are two ways:

You can disable the user so the user can no longer log into Projectal. On the Users popup, select the user and click the Edit button. On the Edit User popup, disable the user and save your changes.

Or, you can remove the user account completely. Go to the Management view and click on Users button. On the Users popup, select the user and click the Delete button.

When you license Projectal, you specify the number of users in your license. If you wish to change the number of users, then log into your Projectal account at https://accounts.projectal.com. You will see your current Projectal subscription. Click the "Update Plan" button to increase the number of users.

Companies, Departments and Staff

Projectal lets you add companies into Projectal so that you can assign staff from these companies to your projects. If you have subsidiaries in your business, then you can add them into Projectal. If you outsource work to external businesses, then you can add them as external contractors in Projectal.

You can drill down to see the projects, staff and departments for a particular company by simply selecting the company in Projectal. You can select the company in Projectal by clicking on the company text that is displayed at the top of Projectal. This will display the Companies popup for you to choose a company. Once you select a company, then the list of projects, staff and departments in Projectal are filtered to those that belong to that selected company.

Go to the Management view and click on Companies to view the list of companies. Click the Add button to add a company.

When your business licenses Projectal, your company is the Master Company. There is only one Master Company and you cannot change it.

If your business does not have any subsidiaries or does not use external contractors in projects, then you will not need to use or change anything in the Companies popup.

Departments let you replicate your company's organization chart. You can add as many departments in a hierarchy as you like and then assign staff to those departments. This lets you easily find staff by department.

To create departments, go to the Management view and click the Departments button to view the list of departments. Click the Add button to add a department.

To assign staff to a department, go to the Management view and click the Staff button to view the list of staff. Select a staff member and click Edit button. On the Edit Staff popup, click the Add button next to Departments section and select the departments that the staff member is in.

Go to the Management view and click the Staff button to view the list of staff. You can enter staff manually by clicking the Add button and filling in the details.

Or, you can use the Projectal API to import and sync your staff automatically from other sources in your business, such as:

  • Syncing staff from LDAP
  • Syncing staff from Active Directory
  • Syncing staff from Human Resources (HR) systems

Projectal has real-time calculations of the estimated costs, planned costs and actual costs for the tasks and projects that you add into Projectal. These costs are displayed in dashboards, task sheets, data views and charts. Projectal determines the values of these costs based on the staff assigned to tasks and the pay rates of those staff.

The more accurate you can be with staff salaries, then the more accurate Projectal will be with determining the costs of your projects and tasks.

If you do not want to put individual salaries into Projectal, then you can use gang rates or rate cards for your staff. For example, you may choose a gang rate for all of your workers to be $100 per hour.

Generic staff are typically used during the bidding phase and planning phase of projects.

When you are bidding on a project or planning a project, you may not want to allocate real staff to tasks in your project bids or plans since these projects have not yet been won or awarded. Rather you may want to use generic staff that have gang rates. This is simpler and gives you a quicker estimation of timing and costs for the project whilst you are bidding and planning.

To add generic staff into Projectal, go to the Management view and click the Staff button to view the list of staff. Click on the Generic tab to view the list of generic staff. Click the Add button to add a generic staff.

When you wish to allocate generic staff to tasks in a project, on the Staff popup select the Generic tab and select the generic staff that you wish to assign to the tasks.

Locations & Calendars

Locations contain address details and calendars that can be used with companies, projects, customers and staff.

Locations are made up of three pieces of data:

  • The name of the location. For example, "AngelTree Studios (Head Office)"
  • The address of the location. For example, "6634 W 64th Pl, Chicago, Illinois, 60638, USA"
  • The calendar of the location, containing the typical working hours and the non-working days. For example, "Working hours: Mon-Fri 9AM-5PM. Non-working days: Jan 1, Jan 18, Feb 12, etc."

Add a location to your company to add the office address and typical working hours and holidays. All staff of this company and all projects completed by this company will automatically inherit this location. Projectal will use this when auto scheduling staff to tasks.

Add a location to a project to specify where the majority of the work will be completed. Projectal will use this as the calendar for the project.

Add a location to a staff member to specify where the person works from. Projectal uses this to know the typical working hours and non-working for the person. Note: Staff member have their own personal calandar that can override teh location calendar.

Calendars are very important in Projectal when it comes to planning and scheduling. Projectal uses calendars to determine when staff are available to work on tasks.

By default, staff inherit their location's calendar. This tells Projectal the typical work hours and public holidays for the location. For example, a worker in London will have different public holidays to a worker in Vancouver.

Each staff member also has their own personal calendar and they override the location calendar. So you can specify the staff member has non-typical working hours of Mon-Wed 8AM-3PM and Thu-Fri 9AM-5PM. You can add the non-working days for the staff - such as holidays, sick leave, etc.

By keeping your staff calendars up-to-date in Projectal, it ensures that scheduling staff onto tasks within projects is correctly done. For example, you do not want to assign a staff member to a task when the staff member is on holiday.

Go to the Management view and click on the Staff button. On the Staff popup, select a staff member and click the Edit button. On the Edit Staff popup, click the Calendar button to adjust the working hours of the staff member.

Go to the Management view and click on the Staff button. On the Staff popup, select a staff member and click the Edit button. On the Edit Staff popup, click the Calendar button to view the working hours and exceptions for the staff member. Click teh Add button to create a new calendar exception (such as holiday or sick leave) as non-working days for the staff member.

Skills

Skills are a unique and powerful AI feature of Projectal. Skills let you match your staff to tasks in an optimal way so that you always get the most out of your staff pool.

Each staff member has skills that they use to complete tasks in your projects. When you add staff into Projectal, you can add their skills and experience as well. For example, John may have expert Animation skills and intermediate Compositing skills. Whereas Mary may have intermediate Lighting skills and expert Compositing skills.

Every task in a project requires certain skills to complete them. When you add tasks into Projectal, you can add the skills that are required tto complete the task. For example, a task may require expert Compositing skills.

Projectal uses the skills and experience of your staff pool and matches them to the skills and experience required for tasks to get the optimal team working on your projects. In the above example, Mary would be recommended by Projectal for the task over John since she has the required expert Compositing skills. Projectal takes it a step further and makes sure staff are available and not over allocated as well.

Skills matching is a powerful planning, scheduling and staff management tool. You can also conduct what-if scenarios to check what would happen to costs and timing if you used more experienced or lesser experienced staff on tasks.

To add a skill into Projectal, go to the Management view and click on the Skills button. On the Skills popup, click the Add button and enter the skill.

To assign skills to a staff member, go to the Management view and click on the Staff button. On the Staff popup, select a staff member and click Edit button. On the Edit Staff popup, click the Add button next to the Skills section and add the skills of the staff member and the level of experience for each skill.

To assign skills to a task, go to the project and edit the task. On the Edit Task popup, click the Add button next to the Skills section and add the skills required and the level of experience required for each skill.

There are two ways to see skills matching in action in Projectal:

Edit a task in Projectal. On the Edit Task popup, click the Add button next to Assign Staff section. The Staff popup will be displayed and it will show the Recommended tab. By default, the staff listed here are the staff that Projectal has determined have the best matching skills and who are available to complete the task.

On a Project's Tasks Sheet, click the Auto Assign Staff button on the action bar. The Auto Assign Staff popup wil be displayed and it will let you automatically assign staff to the selected tasks in the best way. By default, it will use skills matching and availability matching to assign staff to the selected tasks.

Kanban Boards

Every project in Projectal has its own Kanban board, so your project team can use Kanban boards to visually work through all the tasks in the project.

Also, you can create your own Kanban boards using data views in Projectal. You can share these custom Kanban boards for all staff to use, or share them just with your team, or use them by yourself. For example, you may want to create a Kanban board for your team of Animation artists. Or, create a Kanban board for you to manage your own tasks.

To view the Kanban board for a project, go to Projects view and select a project. Click 'Kanban' under your project to view the Kanban board for the project.

To view a Kanban board for a data view, create a data view that lists tasks. Select that data view in the left sidebar and select the Kanban tab for the data view.

All tasks will be displayed in their Project Stage column.

Click on a task to view the full details of the task.

Drag and drop a task to move it from one Project Stage to another Project Stage. After a task moves from one column to another, the Workflow stage for the task is automatically updated to that Project Stage.

Click on the View menu to show all or fewer details about tasks in your Kanban board.

Click on the Settings button to adjust your Kanban board. You can set the colors for the columns. You can set limits for each column so that your team knows when they have too many tasks in a column. You can set the progress value when a task enters a stage.

Yes - you have full flexibility to create your own Kanban boards.

You decide on the stages that are used in your Kanban boards. You may use "Ready", "In Progress" and "Done" or you may like "Ready", "WIP", "QA", "Review", "Complete". These are called Project Stages in Projectal. To create Project Stages, go to the Management view and click the Project Stages button.

To add Project Stages to your project, go to the Management view and click on the Projects button. On the Projects popup, select your project and click the Edit button. On the Edit Project popup, click the Add button next to "Workflow Stages" section and select the Project Stages to add into your project. Use the Move Up and Move Down buttons to get teh order of teh stages as you like them. This will be the order of the stages in your project's Kanban board.

There are two ways:

Display the Tasks Sheet for the project. Make sure the Workflow Stage column is displayed on the Task Sheet. If not, then click the menu popup in the column header in the Task Sheet and select "Workflow Stage" from the list of columns. Now select the task you wish to move onto your Kanban board and click on the workflow stage cell for the selected task(s). The list of available Project Stages will be listed for you to select. Once a Project Stage has been selected, you can go to the Kanban board to see these tasks appear in the Kanban board.

Or, display the Tasks Sheet for the project. Edit a task. On the Edit Task popup, set the Project Stage in the Workflow Stage section and click OK to save your change. Go to the Kanban board to see this task appear in the Kanban board.

Gantt Charts

Every project in Projectal has its own Gantt chart. Also, you can create your own Gantt charts using data views in Projectal. You can share these Gantt charts for all staff to use, or share them just with your team, or use them by yourself. For example, you may want to have a Gantt chart for your team of Effects artists. Or, create a Gantt chart for you to manage your own tasks.

To view the Gantt chart for a project, go to Projects view and select a project. Click 'Gantt' under your project to view the Gantt chart for the project.

To view a Gantt chart for a data view, create a data view that lists tasks. Select that data view in the left sidebar and select the Gantt chart for the data view.

Gantt charts in Projectal are fully interactive. They show all your tasks visually according to their dates and how they interact with each other.

You can view any date range as you like. For example, from project start to finish or tasks for this year or tasks for this month. You can also zoom in or out of the Gantt chart as you like. For example, view each day or by week or by month or by year.

You can adjust the start date or finish date of tasks by selecting a task and simply dragging the tasks dates in the Gantt chart. You also can adjust the progress of tasks by selecting the progress gripper on a task and simply adjusting it to the progress value you want.

You can add or remove predecessors (or dependencies) by selecting the small circle icon at the start or end of a task and dragging it to another task. This will create a start-to-start, start-to-finish, finish-to-start or finish-to-finish relationship between the tasks. Double click on the relationship line to edit it - including adding a lag value.

You can save your own Gantt chart views with the settings you like so that you can quickly recall them.

The critical path is the longest sequence of tasks that must be completed to successfully complete your project from start to finish. If the tasks on the critical path are delayed, then the whole project will be delayed. By identifying the critical path, you can determine the total duration of a project.

Projectal lets you see the critical path in your Gantt charts. Simply click the "Critical Path" button on the action bar in Gantt view.

Free float (or sometimes called "slack") is the amount of time that a task can be delayed (or overrun) without impacting subsequent tasks. This handy to see so you understand how much flexibility you have in your project schedule and with your staff.

To see free float in your Gantt chart in Projectal, click the "Free Float" button on the action bar in Gantt view. You will see hatched lines drawn next to tasks on your Gantt chart and this represents the free float for the task.

Scheduling

Auto scheduling is a great feature whereby Projectal automatically arranges each task in your project next to each other and makes sure the project does not take longer than required. Auto scheduling does the entire scheduling for you, taking into consideration over 20 different factors including:

  • the project start date, finish date and scheduling mode
  • each task's start date, finish date and duration
  • the dependencies of tasks
  • the constraints on tasks
  • the availability of staff that have been assigned to tasks

You can turn auto scheduling on or off at anytime so you can keep full control of your projects.

When you create your project, you can specify whether you wish to have manual scheduling or auto scheduling. Go to the Management view and click on Projects. Select a project and click the Edit button. On the Edit Project popup, set the "Schedule Mode" value to "Manually Scheduled" or "Auto Scheduled".

When you are running your project, you can also quickly turn auto scheduling on or off. On the Task Sheet view or the Gantt Chart view, click the "Auto Schedule" or "Manual Schedule" button to toggle manual and auto scheduling modes. When auto scheduling is turned on, any change you make to tasks in the project will kick off Projectal's auto scheduling so that the project schedule is always in optimal shape.

You may want to stop Project from auto scheduling certain tasks in a project so that they remain at your preferred start date and finish date. To do this, go to the Task Sheet view or the Gantt Chart view. Make sure you have the "Schedule Mode" column displayed. Then, simply select the tasks you want to be manually scheduled and click on one of the selected task's Schedule Mode cell and change the value to "Manually Scheduled".

When a task is set to manually scheduled, Projectal will not adjust the task's start date or finish date when performing an auto schedule.

Staff Usage

Projectal lets you quickly see all your staff and the tasks that they have been assigned to. This helps managers, heads of departments, team leaders and project managers to understand and adjust the workload in their staff pool.

To view staff usage on a project, go to the Projects view and select a project. Go to the Staff Usage view for the project. On the Staff Usage view, all staff assigned to tasks in the project are listed on the left hand side. On the right hand side are the date range that you wish to see. For example, you may wish to see from project start to end, or just this month, or the next 3 months, and so on. You can drill down to view by day, week, month or year.

The Staff Usage view is fully interactive, visual heatmap of staff allocations.

You can change the date range and zoom in or out to see usage by day, week, month or year. Each cell displays the amount of time that the staff member has allocated tasks. Hovering over a task shows the tasks that have been assigned and the available time of the staff member for that time period.

Clicking on a cell in Staff Usage view will let you display the Edit Task popup for the tasks.

When a cell is marked in red, then you know that there is an over allocation for that staff member. Click on the cell to view the task(s) and change the staff assigned to the task to reduce the over allocation.

When a cell is marked in a hatched grey, then you know the the staff member is not available to work. It could be a weekend or the staff member is on holiday or sick leave.

When a cell is marked in yellow, then you know the staff member is not employed at the company.

When a cell is marked in black, then you know the staff member is not employed at the company but there are tasks allocated to the staff member.

Click the "Percentage Allocated" button to change from displaying actual time to display the percentage of the staff member's availability. If the staff member is over 100%, then this indicated an over allocation. Below 100% means the staff member has available time for tasks.

Click the "Display usage for this project" to toggle showing staff usage for the current project or for all projects in your company. When turned off, this shows you the staff usage across all projects so you can see how staff are being used across the company.

Click the Export button to export the staff usage view as a XLS spreadsheet so you can use as a crew sheet for planning purposes.

Yes - you can create your own Staff Usage view that contains a list of staff that you manage. To do this, you need to create a data view in Projectal that lists the staff based on their department or their skills or any other attribute that helps identify your staff.

For example, you could create a data view that lists all staff that are in the Animation department. Or, you could create a data view that lists all tasks that require Effects skills. Each of these data views would allow you to see the Staff Usage view for that cohort of staff.